If you have ever felt overwhelmed by information or struggled to leverage your knowledge effectively, you're not alone. I went on extensive testing and put dozens of PKM tools to their paces. While each tool brought its unique advantages, the real goal wasn't in mastering every feature but in discovering fundamental productivity principles that consistently delivered results.

I will go over the key learnings and actionable strategies from countless hours of testing and implementation. I used Obsidian, Notion, Capacities, Logseq, AFFiNE, and Appflowy for reference.

5 A graph view is a must

Your PKM system is incomplete without it

At first, I thought that a graph view was just a visually appealing add-on. However, after trying out dozens of tools, I finally understand that it’s a fundamental lens that transforms a collection of isolated notes into a dynamic, interconnected network of ideas.

If you frequently deal with complex projects or want a deeper understanding of your knowledge base, a robust graph view isn’t just a convenience – it’s a necessity. Without a graph view, I was essentially looking at a spreadsheet of information. It’s valuable, perhaps, but lacking the crucial context of how these points relate to one another.

I make it a habit to open the graph view for my project-specific folders (or my entire vault for a broader perspective) at least once a day or whenever I'm starting a new phase. This helps me reorient myself within the project’s knowledge landscape. Aside from Notion, most PKM tools support graph view.

4 Using whiteboards

Brainstorm ideas like a pro

While traditional note-taking and knowledge organization are crucial, they often fall short when it comes to visualization. This is where digital whiteboards come in. It acts as an ultimate productivity booster to unlock my creative potential. I can use sketches, diagrams, mind maps, and free-flowing annotations to understand concepts and generate more ideas effectively.

Although many PKM tools offer a digital whiteboard, AFFiNE has the best implementation among them. I use digital whiteboards to map out project timelines, dependencies, and milestones. This visual representation provides a clear overview of the project's scope and helps me stay on track.

Sometimes, a visual representation of a concept is better than a text-based description. I will often use the whiteboard to draw a concept, add labels, and connect related ideas.

3 Master the block editor

And slash command

Gone are the days of the clunky, feature-laden toolbars of Evernote and OneNote. It's time to embrace the streamlined and modular world of block-based editors.

If you are looking for a PKM tool, make sure to pick one with a block editor and slash command. My pages and notes have different elements like text, images, videos, links, and more. With a block editor, I can arrange everything via drag and drop. Furthermore, slash (/) commands (typing /heading to create a heading block) provide a keyboard-driven approach to content creation. It’s much faster than navigating endless formatting options on a toolbar.

2 Use Kanban boards to manage personal projects

Manage everything in one place

While robust note-taking, interconnected graphs, and flexible block editors are vital components of a powerful PKM system, you can’t rule out Kanban boards. For personal projects, where visual task management is essential, a Kanban board is not just a helpful add-on; it's a critical tool that completes the PKM puzzle.

Integrating Kanban functionality directly into your PKM eliminates the need for external tools like Trello and boosts your productivity in no time. I use Kanban boards to break down my personal projects into smaller, more manageable tasks. Each task is represented by a card, which I then place in the appropriate column. Whether I’m working on a client website, marketing strategy, or even home renovation, I always spin up a Kanban board to get the job done.

1 Use different database views

Based on content

A capable PKM system goes beyond simple note-taking. To truly get the best out of it, you need to leverage diverse database views. I've discovered that mastering these views – lists, tables, boards, galleries, calendars, Gantt charts, and more – significantly enhances my workflow and helps me get the most value from my knowledge base.

I maintain my reading database (books, articles, and research papers) in a list view, project resource database in the table view, and even explore the calendar view to manage deadlines, appointments, and scheduled tasks. This allows me to organize and access my information in the most efficient and effective way possible.

More done, less stress

Whether you use Obsidian, Notion, Capacities, Roam Research, Craft, AFFiNE or Appflowy, they all nail the basics of a PKM system. However, if you truly want to take your knowledge management to the next level, make sure to apply these productivity tricks. After all, it’s time to move beyond simple note-taking and build truly dynamic and productive personal knowledge management systems that adapt to our growing demands.

Meanwhile, check out our dedicated post if you are looking for a PKM tool with maximum privacy.